Purchasing Procedures

1. Use the Excel template provided to you.

2. If you have more than 18 items to be ordered or if all items along with the order specifications will not fit on the requisition form, you must place the items to be ordered on an attachment. Do not begin to list items on the requisition form to be continued on the attachment. Rather, place all items on the attachment form. If this is the case, on your requisition indicate: See Attachment.

3. If you are using a vendor’s typing service or if you are using a list generated from a web site or from a CD ROM program, simply, attach the print out to the requisition.

4. If you are using a vendor who is not on the Purchasing Department’s vendor list, make sure that you provide the new vendor’s complete address, telephone number, tax number and if possible a contact person.

5. The equipment bid list has been provided to each of you. The prices on this list were based on anticipated needs. The possibility always exists that you may be able to find a cheaper price. If you find a lower price on the same item, certainly you may order from someone other than the vendors on the bid list. You must make sure that it is the same piece of equipment or an upgrade.

6. If you wish to buy equipment not listed on the bid list, please check to make sure that the AV Facilities Maintenance and Purchasing department can provide repair service on the brand you wish to purchase. Their advice is valuable in determining if the particular brand is worth purchasing.

7. Make sure that you include the bid information (i.e. Per Bid 09-AV or Per Bid 09-LB) on the requisition form.

8. Always make yourself a copy of the requisition form and any attachments before sending them to Media Services for processing. Make sure that you and your principal have signed the requisition form and send the original and any attachment to media services at the central office.

9. As soon as you receive the white “Purchase Order Summary” report from the Purchasing Department, file it with the requisition. This is your notification that the order has been placed. If you do not receive one within two weeks of sending in your requisition form, please call me.

10. The Receiving Copy (“blue copy”) of the official purchase order will be sent to the bookkeeper at your school. Procedures may be different from school to school, but as soon as you have received all of the materials you have ordered on that particular purchase order, go to the bookkeeper to sign and date the “blue copy”.

11. Be sure that you remind the bookkeeper that the purchase order is now complete and ready to be sent to the county account payable department for payment.

Line Item Numbers

1000 1310 2220 5540 (your site code) 610- supplies

1000 1310 2220 5540 (your site code) 612- computer software

1000 1310 2220 5540 (your site code) 615- expendable equipment

1000 1310 2220 5540 (your site code) 642- print (books and periodicals)

1000 1310 2220 5540 (your site code) 730- equipment over $1000

1000 1310 2220 5540 (your site code) 734- computers

Explanation of Codes on Purchase Order Line Items

Fund- 1000- General Fund

QBE Code- 1310- Media Centers

Function Code- 2220- Educational Media Services

Department Code- 5540- Media Services

Site Code- (your individual school’s code)

Object Code- 610, 612,615, 642, etc- indicates the type of material being ordered.